TherapyNotes
CSV exports, billing activity, and operational data enter the structured data layer.
Mindsett Mental Health // Secure Healthcare Infrastructure + Automation + AI
A secure operating system for a modern mental health practice.
DCD Advisory built a governed enterprise environment and custom automation layer that connects practice data, communications, reporting, documents, APIs, and AI-assisted workflows without forcing the practice to replace the systems it already depends on.
System Architecture // Illustrative
No patient data / no PHI
Spruce API
Secure communication and intake workflows connect through API-driven actions.
Google Workspace Enterprise
Governed identities, Drive, Sheets, Docs, Apps Script, enterprise controls, and BAA coverage.
DCD Advisory // Core Layer
Automation + Structured Data + Business Logic
Apps Script orchestration
Sheets data models
Drive + Docs generation
API calls + workflow state
Intake + Communications
Routing, follow-up, forms, status, and communication workflows.
Billing + Reconciliation
Exception detection, missing-code checks, and reimbursement review.
Reports + Documents
Generated summaries, operational reports, files, and recurring documents.
Dashboards + AI
Looker Studio visibility plus AI-assisted analysis and future custom tools.
Architecture is simplified for public presentation. Case-study visuals contain no patient information,
PHI, real patient names, credentials, secrets, or production data.
The assignment
Connect the practice without replacing the practice.
The goal was not to buy another all-in-one platform. It was to build a secure operating layer around the systems the practice already uses and make the information between them useful.
Important workflows were fragmented.
Critical business and clinical-adjacent operations lived across TherapyNotes, Spruce Health, Google Workspace, CSV exports, spreadsheets, communications, and manual administrative processes. Each platform handled its own job, but the practice needed a secure operational layer connecting the data and workflows between them.
Build the connective layer.
DCD designed a Google Workspace Enterprise environment under a BAA and built a custom automation and data layer around it. Google Apps Script processes TherapyNotes CSV exports, maintains structured operational datasets, generates reports and documents, performs reconciliation and exception logic, and drives recurring workflows. Spruce API integrations connect secure communication and intake processes, while dashboards and AI-assisted tools extend visibility and automation.
One foundation, many workflows.
Instead of replacing the practice's core systems, DCD turned them into components of a larger connected operating environment. Repetitive administrative work can be automated, problems can be surfaced instead of manually searched for, reports and documents can be generated from structured data, and new workflows can be added as the practice evolves.
Security foundation
Security is part of the architecture, not an add-on.
Healthcare automation becomes more useful when the data, identities, files, AI tools, and workflow logic live inside a governed enterprise environment from the beginning.
Enterprise foundation for HIPAA-regulated operations
Workspace Enterprise // BAAWorkspace Enterprise + BAA
The automation environment is built inside an enterprise Google Workspace tenant operating under a Business Associate Agreement, creating a governed foundation for HIPAA-regulated workflows.
Controlled Enterprise Environment
Operational tooling is designed around managed identities, controlled access, governed sharing, and enterprise administration rather than disconnected consumer accounts.
Structured Data Handling
CSV exports, Sheets datasets, generated documents, Drive resources, and downstream reports can follow repeatable handling rules instead of ad hoc local workflows.
Safer AI Foundation
AI-assisted workflows can be developed inside the same governed enterprise environment, reducing the need to move sensitive operational work into unmanaged consumer tooling. Covered-service configuration and organizational policy still matter.
A BAA and enterprise tooling support a HIPAA-regulated environment but do not, by themselves,
establish organization-wide HIPAA compliance. Policies, configuration, access, workforce practices,
risk management, and covered-service requirements remain part of the compliance program.
Automation engine
The system can do far more than one workflow.
Apps Script, structured Sheets data, Drive, Docs, APIs, dashboards, and AI create an extensible toolkit. The same foundation can solve different operational problems without rebuilding everything.
[01]
DATA
TherapyNotes CSV Ingestion
Uploaded billing and operational exports can be parsed, normalized, matched, and transformed into structured datasets for downstream workflows.
[02]
AUTOMATION
Apps Script Orchestration
Google Apps Script acts as an automation engine for scheduled jobs, business rules, reconciliation logic, file processing, alerts, and workflow state.
[03]
DOCUMENTS
Reports + Document Generation
Structured Sheet data can feed automatically generated reports, summaries, operational documents, and other reusable outputs.
[04]
API
Spruce API Integration
API calls connect secure communication workflows to the broader operating layer so intake and communication processes can trigger or receive downstream actions.
[05]
WORKFLOW
Intake Automation
Forms, routing, communications, document creation, status tracking, and follow-up logic can be coordinated as one repeatable intake workflow.
[06]
RECONCILIATION
Billing Reconciliation
Expected services and internal tracking can be compared against TherapyNotes billing exports to surface missing codes, unbilled work, and reimbursement exceptions.
[07]
VISIBILITY
Operational Dashboards
Looker Studio and structured reporting layers turn raw operational data into exception-driven views that make issues easier to see and act on.
[08]
AI
AI-Assisted Operations
Once data and workflows are structured, AI can support summarization, classification, drafting, analysis, and new purpose-built tools inside the governed environment.
Public-safe illustration
Show the architecture without exposing the practice.
The public case study uses an illustrative systems view rather than screenshots of production records, patient communications, credentials, or real operational data.
Extensible by design
Once the data is structured, the next request does not start from zero.
The strategic value is the reusable foundation. New requirements can become additional rules, reports, documents, API calls, dashboards, workflows, or AI tools on top of the same operating layer.
01
New TherapyNotes or third-party CSV inputs
02
Additional Spruce or external API workflows
03
New reconciliation and exception rules
04
New reports and generated document types
05
New management dashboards and operational metrics
06
New intake, communication, and follow-up automations
07
New AI-assisted review and decision-support tools
08
New internal tools built from the same structured data
The result
The value is not one automation. It is the ability to keep building.
Mindsett's infrastructure is designed so new operational problems can become additional workflows, reports, APIs, dashboards, or AI tools on top of an existing governed foundation instead of starting from zero every time.